The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community. The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
Job Summary: Provides day-to-day financial & accounting support using an advanced knowledge of applicable skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions. Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations. Provides support by maintaining data for spending plans, post-award management of grants. Major areas of responsibility include:
Accounting policy & procedure
Chart &/or account coding
Financial Statements Forecasting
Grants &/or awards
Investment asset accounting
Journal &/or ledger
Procurement card program
Specific Responsibilities: Budget:
May Maintains & tracks faculty and budget accounts.
May assist with annual budget process including tasks associated with the open/close processes.
Creates and maintains spreadsheets, templates & forms; monitors submissions.
Completes reconciliation procedures.in accordance with best practices and SAP.
Provides reports to managers/PIs in tracking payment status & notification when balances & activities do not comply with policy, procedures or are inadequately prepared.
Creates reports & queries; reviews for incomplete records, data entry errors, &/or accounting mistakes.
Analyzes open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
Completes & maintains transactions in enterprise systems.
Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
Reviews; ensures approval based on alternatives regarding practice & policy.
Reconciles procurement card transactions weekly and monthly.
Prepares and delivers bank deposits and requests wire transfers as needed.
Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
Enters information into database.
Grants &/or Awards:
Provides assistance regarding post-award management of grants, including monthly reconciliation.
Completes post award accounting.
Proactively provides information when necessary in support of modifying grant budgets.
Assist with grant close-out by providing relevant financials.
Approves expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.
Verifies payroll funding entries.
Corrects charges to various accounts.
Provides excellent customer service, answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
Provides administrative support in regard to HR matters such as hiring, onboarding, benefits, compensation, etc.
Assists with space survey and with capital equipment inventory and database.
Assists with training of new staff members
Creates & provides financial training on practice, procedure, policy &/or laws & regulations to customers.
Provides guidance to junior employees and other team members.
Appointments & Visas, Funding:
Processes appointments and funding for graduate students, research staff, work-study students, and temporary worker none/student workers. Serve as Kronos backup.
Maintains appointment and payroll/tuition/quarter spreadsheets. Reconciles funding bi-weekly or monthly, as appropriate.
Alerts supervisors and/or PIs when appointments are expiring or if funding issues arise.
Department expert on visas and visa-related issues affecting appointments.
Performs other duties as assigned.
High school diploma or the equivalent.
3 years accounting &/or bookkeeping experience or the equivalent combination of education & experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
Familiarity with financial reporting.
Intermediate Excel and Word.
Excellent business communication skills.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of Visa types and visa issues as relates to universities.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39369
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.